Business Cases
Part of Procurement process automation
Checking required information before supplier approval
Set proportionate supplier checks, distinguish received answers from verified facts, and record unresolved issues before approval.
Before approving a supplier, check that the decision maker has the information needed for that supplier and purchase. A completed form records an answer; it does not prove the answer is correct.
The approval record should show what was checked and what remains uncertain. It should also name who owns any open issue.
Match the checks to the purchase
Start with the goods or services, where they will be used, expected spend and the consequences if the supplier cannot deliver. Request information that supports a real decision: legal name and identifier, contact details, relevant capability, and any licences or insurance appropriate to the work.
Security or privacy evidence may matter if the supplier will access systems or information. The organisation's policy and the purchase risk should determine the list.
For an Australian supplier, ABN Lookup shows public ABN details and whether an ABN is active or cancelled. Compare those details with the proposed contracting party and investigate a mismatch. An active ABN does not establish bank-account ownership, current credentials or delivery capability.
Key Supplier Verification Facts
- ABN Status Check
- Use ABN Lookup to verify active or cancelled status
- Active ABN Limitation
- Does not confirm bank-account ownership or delivery capability
- Security/Privacy Risk
- Requires evidence if supplier accesses systems or data
Separate receipt from checking
Mark each required item as received and then checked. A submitted document may be expired, belong to another entity or cover different work.
Record the check and its result. If an answer is incomplete, ask a precise question and leave the affected decision pending.
Item / Question for the reviewer
- Identity
- Does the submitted entity match the proposed contracting party?
- Capability
- Is there evidence for the specific delivery claim?
- Relevant credentials
- Are they applicable and current for this work?
- Payment details
- Have they passed the separate authorised verification process?
- Open issue
- Who will resolve it, and with what evidence?
Supplier Approval Pre-Check Checklist
- IdentityDoes the submitted entity match the proposed contracting party?
- CapabilityIs there evidence for the specific delivery claim?
- Relevant credentialsAre they applicable and current for this work?
- Payment detailsHave they passed the separate authorised verification process?
- Open issueWho will resolve it, and with what evidence?
Record the decision
Show the approver the proposed scope, material findings and unresolved issues. Record approval, rejection or a request for more information with the decision maker and date.
If policy permits conditional approval, state what it allows, what remains blocked and when the condition will be reviewed. Reassess material changes.
A new bank account, ownership change or substantially different service may affect the earlier assessment. Preserve the previous information and the new decision so a reviewer can see what was known at each point.
Supplier Approval Workflow
- Review proposed scope and findingsAssess material risks and unresolved issues
- Record decisionApprove, reject, or request more information
- Conditional approval (if permitted)State allowed actions, blocked items, and review date
- Monitor changesReassess if bank account, ownership, or service scope changes
